Study on simplification of port procedures[Abstract]
In the wake of concluding the Convention on Facilitation of International Maritime Traffic(FAL Convention), simplification and integration of forms were pursued as regards thenotification of arrival and departure of ships as well as on-board procedures including
application

forusing

mooringfacilities.

Toimprove

theconvenienceofportusers,

simplification was further pursued in this study as regards onshore procedures including
application for using cargo handling facilities.

Integration and deletion of forms and items, standardization of terminology, integration ofmultiple procedures, and extension of approval periods for reducing the number of applications
were discussed in this study. Challenges to be addressed for practical implementation weresurveyed by hearing from port managers.

The results of the study indicate that it is duly possible to simplify onshore port procedures,such as applying for the use of cargo handling machines.

1. Study items<1> Survey on port procedures<2> Discussion on appropriate procedures<3> Discussion on simplification of port procedures

2. Study approach
The approach of the study is summarized in Figure 1.

【Survey on port procedures】
Collection and organization of data on onshore procedures at main ports
Selection of procedures to be simplified or integrated【Discussion on appropriate procedures】
Present status of onshore procedures adopted by different port managers
Investigation of port users' needs and influence on port managers【Discussion on simplification of port procedures】
Discussion on items that can be deleted (integration)
Discussion on reducing the number of applications (simplification)
Figure 1 Flow of study3. Study results
3-1.

Survey on port procedures

The port procedures executed by the managers of the 22 main ports according to the relevant
facility ordinances are listed in Table 1.

Table 1Name of procedure (division)①

Procedures related to arrival and departureof ships② Procedures related to ship passage③ Procedures related to the state of ships④

Procedures related to the use of mooring
facilities⑤

Procedures related to the use of port
facilities№ Name of procedure (class)
1 Notification of arrival and departure of ships
2 Notification of ships that enter port
3 Application for exemption and refund of harbor charges
4 Application for ship passage
5 Notification of the state of ships
6 Notification of changes in the state of ships
Application for the use of mooring facilities (quays, discharging areas,
7
piers, and mooring buoys)
8 Application for reduction and exemption of mooring facility usage fees
Application for the use of ferry bridges and movable bridges at terminals of
9ferries and passenger ships
10 Report on the record of using movable bridges for ferries
11 Report on the use of locks
12 Application for the use of tag boats
Application for the use of ship service facilities (watering, oiling, and line13
handling facilities, etc.)
Application for the use of waste treatment facilities (waste oil disposal
14facilities)
Application for the use of cargo handling machines (gantries, belt
15
conveyors, and special cargo handling machines)
Report on the record of using cargo handling machines (gantries, belt
16
conveyors, and special cargo handling machines)
17 Notification of cargo handling machine operators
18 Application for the use of buildings (sheds, fumigation facilities, etc.)
19 Report on the record of using buildings (sheds, fumigation facilities, etc.)
Application for the use of land areas (cargo handling, open storage, and portfacility areas, etc.)
Report on the record of using land areas (cargo handling, open storage, and21
port facility areas, etc.)
22 Application for the use of water areas (mooring basins, timber basins,canals, etc.)
Application for the use of port facilities (sprinklers, port lines, worker
23 stations, offices, equipment storage places, vehicle weighing machines,
power systems, auxiliary facilities, etc.)Report on the record of using port facilities (worker stations, offices,24 equipment storage places, vehicle weighing machines, power systems,auxiliary facilities, etc.)
Application for the use of electric facilities (power supplies for refrigerated
25containers, etc.)20

26⑥Procedures related to cargo handling⑦

Other procedures

List of port procedures

Report on the record of using electric facilities (power supplies forrefrigerated containers, etc.)

27 Report on the record of cargo handling (incoming and outgoing cargo)
28 Application for cargo handling and other operations
29 Application for handling hazardous materials and cargo
30 Application for the revision of application
31 Procedures to check preparedness for arrival and departure of ships

Among the onshore procedures, those related to cargo handling machines, land areas, andbuildings were focused on and the following seven procedures were investigated for thepossibility of simplification.

<1> Application for the use of cargo handling machines (gantries, belt conveyors, and special
cargo handling machines)<2> Report on the record of using cargo handling machines (gantries, belt conveyors, andspecial cargo handling machines)<3> Notification of cargo handling machine operators<4> Application for the use of buildings (sheds, fumigation facilities, etc.)<5> Report on the record of using buildings (sheds, fumigation facilities, etc.)<6> Application for the use of land areas (cargo handling, open storage, and port facilityareas, etc.)<7> Report on the record of using land areas (cargo handling, open storage, and port facility
areas, etc.)

3-2.

Discussion on appropriate procedures

The present status of onshore procedures at main ports were surveyed, and port users' needs forprocedural

simplification

andtheinfluenceofsimplification

onportmanagers

investigated.

(1) Present status of onshore procedures
The procedures related to cargo handling machines at main ports are listed in Table 2.

wereTable 2

Name of procedure

Procedures related to cargo handling machines at main ports

ManagerTomakomai Port
Management
Muroran City
Miyagi Prefecture
Chiba Prefecture
Tokyo Metropolis
Kawasaki City
Yokohama City

Application for the use ofcargo handling machines(gantries, belt conveyors,and special cargo handlingmachines)

Niigata Prefecture
Toyama Prefecture
Shizuoka Prefecture
Nagoya Port
Management
Yokkaichi Port
Management

Form nameApplication for the use of cargo handling machines

Form number
Form No. 9

Application for use (sheds, cargo handling machines, warehouses)
Form No. 6(normal, exceptional, exclusive) (general, dedicated)
Application for use (renewal)
Form No. 2
Application for the use of derricks
2 of Form No. 6
Form No. 6
Application for the use of belt conveyors
Application for the use of weighing machines
Form No. 5
Application for the use of cargo handling machine
Form No. 4
Application for the use of track cargo handling machines
Form No. 15
Application for the use of heavy-duty bridge derricks
Form No. 8
Application for the use of horizontally travelling retractable derricks Form No. 7
Application for the regular use of derricks
Form No. 12
Form No. 4
Application for the use of cargo handling machines
Application for the use of cargo handling machines
Form No. 5
Application for the use of stationary, track, and movable cargo
Separate form No. 14
handling machines
Application for the use of cargo handling machines

Form No. 15

Application for the use of cargo handling machines

2 of form No. 2

Application for the use of port facilities (cargo handling machines,Osaka Cityetc.)
Osaka Prefecture
Application for the use of cargo handling machines and areas
Application for the general use of derricks
Kobe City
Application for the exclusive use of derricks
Application for the use of derricks
Hyogo Prefecture
Application for the use of movable cargo handling machines
Wakayama Prefecture Application for the use of cargo handling machines
Okayama Prefecture Application for the use of cargo handling machines
Hiroshima Prefecture Application for the use of cargo handling machines (revision)
Yamaguchi Prefecture
Shimonoseki City
Application for the use of other port facilities
Kitakyushu City
Application for the use of port facilities (2) (general use)
Register book of regular gantry crane checking
Chiba Prefecture* Daily log of gantry crane operations
Tokyo Metropolis
Submission of the record of using cargo handling machines
Notification of the completion of using track cargo handling
Kawasaki Citymachines
Yokohama City
Daily report of gantry crane operations
Report of container crane operation time
Report on the record ofNiigata Prefecture
Daily log of gantry crane operations
using cargo handling
Report of the amount handled by cargo handling machinesmachines (gantries, belt
Nagoya Port
Report of the completion of using cargo handling machines
Management
conveyors, and special
Yokkaichi Portcargo handling machines)
Report on the record of using container cranes
Management
Report on the use of heavy-duty bridge derricks
Osaka City
Detailed statement on the use of cargo handling machines
Osaka Prefecture
Report on the use of cargo handling machines* Monthly statement of gantry crane operation time
Shimonoseki City
* Report on the record of using unloaders* Daily report of portable conveyor operations
Notification of cargo
Osaka City
List of cargo handling machine operators
handling machine operators
Kitakyushu City
* Notification of cargo handling machine operators※ * No data available(i) of form No. 1
4 of form No. 1Form No. 10
Form No. 11
Form No. 2
Form No. 9
2 of form No. 4
Form No. 11
Form No. 5
Form No. 17
No form number
Form No. 5
Unknown
Form No. 31
Form No. 20
Form No. 21
No form number
No form number
No form number
Form No. 40
Form No. 1
2 of form No. 5
No form number
Unknown
No form number
No form number
No form number
No form number
No form number

There are various cargo handling machines such as gantry cranes and belt conveyors, and someport managers have different application forms for different machine types. User convenience
may be improved by consolidating these forms.

It should be noted that some port managers describe gantry cranes as derricks.

Application forms for land areas and buildings were also surveyed. The numbers of proceduresand forms for each port are summarized in Figure 2.

N u mb e r s o f p r o c e d u r e s a n d f o r ms f o r e a c h p o r t ma n a g e r( c a rg o h a n d l i n g ma c h i n e s , b u i l d i n g s , a n d l a n d a r e a s )12109Number

88766666766665544 43

N u mb e r o f f o r ms

9884

Number of procedures

10336654 45543433

444
323311< 1 >< 2 >>3<0< 4 >< 5 > < 6 >< 7 >< 8 > < 9 >< 1 0 > < 1 2 > < 1 4 > < 1 6 ><18> <20> <22><11> <13> <15><17> <19> <21〉

P o r t ma n a g e r s＜ １ ＞ To ma k o ma i P o r t M a n a g e me n t A s s o c i a t i o n＜ ４ ＞ Chiba Prefecture＜ ８ ＞ Niigata Prefecture＜ ５ ＞ To k y o M e t r o p o l i s＜ ７ ＞ Yo k o h a ma C i t y＜ １ ０ ＞ Shizuoka Prefecture＜ １ ２ ＞ Yo k k a i c h i P o r t M a n a g e me n t A s s o c i a t i o n＜ １ ４ ＞ Osaka Prefecture＜ １ ５ ＞ Kobe City

＜ １ ７ ＞ Wa k a y a ma P r e f e c t u r e＜ １ ８ ＞ Ok a y a ma P r e f e c t u r e＜ ２ ０ ＞ Ya ma g u c h i P r e f e c t u r e＜ ２ １ ＞ S h i mo n o s e k i C i t yFigure 2＜ ３ ＞ Miyagi Prefecture＜ ６ ＞ Kawasaki City＜ ９ ＞ To y a ma P r e f e c t u r e＜ １ １ ＞ N a g o y a P o r t M a n a g e me n t A s s o c i a t i o n＜ １ ３ ＞ Osaka City＜ ２ ＞ Muroran City

＜ １ ６ ＞ Hyogo Prefecture＜ １ ９ ＞ H i r o s h i ma P r e f e c t u r e＜ ２ ２ ＞ Kitakyushu City

Numbers of procedures and forms at different ports

It appears highly possible to consolidate forms because the number of forms exceeds thenumber of procedures at almost all ports.

(2) Investigation of port users' needs and influence on port managers
To

investigate

port

users'needsfor

procedural

simplification

andtheinfluenceofsimplification on port managers, a survey was conducted by hearing opinions from relevantparties. The results of the survey are summarized in Table 3.

Table 3

Port users

Port managers

3-3.

Opinions and requests from relevant parties

・ Different port managers require different ways of correspondence, such as
fax, paper documentation, and email.
・ Online application using a simple form is preferable.
・ In the case of using one facility by multiple companies, it is convenient if an
integrated application, rather than multiple applications by different
companies, is allowed.
・ If it is worth investment, computerization is desired for the convenience ofport users.
・ Because port managers have different views on facility management,standardization may lead to further complication.
・ Standardization and computerization will continue to be pursued in responseto the high demand of users.

Discussion on simplification of port procedures(1) Discussion for integration
With the aim of improving the efficiency of onshore port procedures, the deletion, integration,and standard terminology of forms and items were discussed.

The items described in the documents of various application procedures at eight main ports(Tokyo, Kawasaki, Yokohama, Nagoya, Osaka, Kobe, Shimonoseki, and Kitakyushu Ports) werecompared to discuss the necessity of each item. The items considered necessary werestandardized in terminology.

Regarding the application for the use of cargo handling machines, the following six items wereconsidered necessary (the item names follow the standard terminology proposed in this study).
◆ Name of procedure: application for the use of cargo handling machines◆ Description items: <1> date, <2> ship name, <3> applicant's name, address, and phone
number, <4> duration of use, <5> codes of facility and machine to be used, <6> name ofmachine to be used

The items deleted include the purpose of use and the amount of cargo handled. These items are
not regarded as necessary items because some port managers do not require them.

(2) Discussion for simplification
As an approach to procedural simplification, it appears possible to reduce the number ofapplications by integrating procedures and extending permit periods.

This approach is easy to take because ordinance modification is minimally required. In fact,some port managers have already used this approach to reduce the number of procedures.

At Yokohama Port, for example, applications for the use of quays and cargo handling machines
are combined and accepted simultaneously under the name of application for regular use.
Whereas one application is usually required for one occasion of mooring, the permit period has
been extended to about three months so that the number of applications can be reduced. Thisapproach of application is effective at facilities used by a limited number of users and is also
applicable to other ports.

4. SummaryThe items described in the procedural forms of main Japanese ports were summarized and theitems necessary for all the ports were identified to pursue integration of forms. For thesimplification of procedures, methods to reduce the number of applications were discussed withsome case studies.

The results of the study indicate that it is duly possible to simplify onshore port procedures.
With the aim of early realization of procedural simplification, further efforts will be made byhearing opinions from port users and managers.